Veta Virtual

Bookkeeper

• Managing daily financial activity, including processing vendor invoices, recording transactions, maintaining clean ledgers, and handling AP/AR tasks across multiple buildings.
• Completing monthly reconciliations and reporting, preparing building-level financial statements, assisting with year-end packages, and ensuring all accounts match bank records.
• Handling owner and vendor inquiries, helping explain recurring charges, resolving discrepancies, supporting invoicing questions, and escalating issues when necessary.
• Collaborating with accounting partners and internal teams, coordinating with CPAs, tax professionals, property managers, and maintenance teams to resolve financial-related issues.
• Tracking building-level charges such as special assessments, fines, recurring fees, and other billing categories, ensuring accuracy and proper classification.
• Supporting budgeting and financial planning, flagging cash flow concerns, identifying risks, recommending solutions, and assisting with financial transitions from previous management companies.
• Continuously improving financial processes, communicating proactively, asking clarifying questions, and helping refine systems as the company grows.

Bookkeeper – Property Management

Digital Marketing

• Manage executive emails, calendars, and meetings — ensuring priorities are organized and deadlines are met.
• Prepare and update monthly reports using tools like Harvest and Asana.
• Assign and track tasks in project management systems to maintain workflow visibility.
• Handle travel coordination, including booking flights, vehicles, and accommodations.
• Perform data entry and maintain accurate records in company systems.
• Provide light design and marketing support by creating basic graphics (logos, banners, etc.) using Canva — training provided.
• Post and maintain social media content (copy/paste tasks — no writing required).
• Coordinate and send gift cards or appreciation gifts to clients and team members.
• Engage with potential clients through LinkedIn and Leadferno, gathering insights and supporting the sales team.
• Update and maintain website content and assist with social media data tracking.
• Support onboarding and offboarding processes for clients when needed.
• Offer ad hoc administrative support to ensure seamless daily operations.

Executive Assistant – Digital Marketing

Executive Assistant

• Manage the CEO’s inbox and communications, prioritizing and drafting responses.
• Schedule and coordinate meetings, calls, and travel arrangements across multiple businesses.
• Handle inbound/outbound calls, including light client coordination, vendor outreach, and screening.
• Collect and organize KPIs, dashboards, and financial data for easy review.
• Maintain and update CRM systems to keep pipelines and records organized.
• Support WordPress updates and coordinate with contractors or vendors as needed.
• Lead small projects, track progress, and hold stakeholders accountable to deadlines.
• Research new tools, vendors, or opportunities, preparing summaries and recommendations.
• Provide flexible, ad hoc support across marketing, home services, and consulting operations.

Executive Assistant to the CEO

Legal Assistant

• Preparing and sending Letters of Representation (LORs) to insurance companies and medical providers, ensuring timely notification of attorney-client representation
• Requesting, tracking, and obtaining hospital bills and medical records from healthcare facilities to support case evaluation and settlement preparation
• Completing and submitting Medi-Cal lien forms to notify the Department of Health Care Services (DHCS) of active personal injury cases and confirm reimbursement amounts upon settlement
• Following up with federal entities and third-party subrogation vendors (such as Medi-Cal, Medicare, Rawlings, Optum, or Equian) to verify and resolve lien balances efficiently
• Conducting insurance company searches to identify relevant coverage for individuals or businesses involved in claims, including liability and auto policies
• Managing task follow-ups and deadlines to ensure all requests, forms, and verifications are completed accurately and on time

Recruitment

• Own full-cycle recruiting: write/customize job descriptions, source across multiple platforms, and manage candidates from application to offer.
• Screen and interview candidates via Google Meet & Zoom using competency-based interviews and consistent scorecards.
• Present candidates to clients with concise candidate packets (resume highlights, interview notes, assessments) and aligned shortlists with recommendations.
• Collaborate with clients on discovery and calibration calls to align on requirements and feedback.
• Maintain quality and consistency: ensure candidates meet standards for professionalism, culture, communication, and role fit before presentation.
• Pipeline hygiene: keep ATS stages clean, data accurate, and updates timely.
• Experiment and improve processes: suggest/test AI tools, automations, and sourcing tweaks.
• Partner with HR and Client Success to ensure smooth handoffs into onboarding and client success.

Talent Acquisition Specialist

• Manage the CEO’s inbox and communications, prioritizing and drafting responses
• Schedule and coordinate meetings, calls, and travel arrangements across multiple businesses
• Handle inbound/outbound calls, including light client coordination, vendor outreach, and screening
• Collect and organize KPIs, dashboards, and financial data for easy review
• Maintain and update CRM systems to keep pipelines and records organized
• Support WordPress updates and coordinate with contractors or vendors as needed
• Lead small projects, track progress, and hold stakeholders accountable to deadlines
• Research new tools, vendors, or opportunities, preparing summaries and recommendations
• Provide flexible, ad hoc support across marketing, home services, and consulting operations

Senior Executive Assistant to the CEO

Revenue Operations

• Lead end-to-end revenue operations: generate quotes and invoices, reconcile discrepancies, track receivables, and ensure timely collections
• Oversee a small AR team (2 AR Specialists) to send invoices daily and review accuracy against order forms
• Resolve discrepancies with sales or customers and respond to customer and sales invoicing questions
• Take ownership of collections and confidently push back when needed
• Support accurate revenue reporting by collaborating with the accounting team and reviewing SQL query outputs
• Optimize systems (QuickBooks Online, Stripe) and lead upgrades, automation projects, and process improvements
• Communicate clearly and professionally with clients regarding billing, invoices, and payment statuses

Senior Accounts Receivable and Revenue Operations Specialist

Project Manager

• Ordering and tracking roofing materials, supplies, and equipment to match project specifications.
• Coordinating with vendors to confirm pricing, delivery schedules, and order accuracy.
• Maintaining accurate records of all material orders, receipts, and delivery confirmations.
• Building and updating project schedules, assigning crews, and ensuring required permits and inspections are in place.
• Quickly adjusting schedules for weather, client needs, or material delays while keeping projects on track.
• Acting as the main point of contact for crews, vendors, and clients, ensuring everyone is aligned and informed.
• Providing clients with clear updates on start dates, timelines, and any scheduling changes.
• Resolving conflicts or job-site issues promptly and resourcefully.
• Monitoring project progress, ensuring photos and documentation are completed for each job.
• Delivering weekly updates to management on job progress, upcoming priorities, and schedule adjustments.

Project Coordinator, Construction and Roofing

Accounting Manager

• Manage the full accounting cycle for U.S.-based clients, including reconciliations, month-end close, and financial reporting.
• Serve as the main accounting point of contact for client stakeholders, ensuring clear communication and timely delivery of results.
• Apply startup accounting principles to balance best practices with resource constraints and evolving priorities.
• Make financial judgments in dynamic, less structured environments while maintaining accuracy and compliance.
• Integrate and optimize external applications with QuickBooks Online to streamline accounting operations.
• Oversee accounts payable/receivable, expense management, and vendor/client interactions.
• Leverage tools such as QuickBooks Online, Slack, Google Sheets, Google Docs, Zoom, and Google Drive daily.
• Stay current on emerging technologies and AI applications to enhance accounting efficiency.
• Manage client relationships, implement tools, and optimize accounting processes in a fully remote, fast-paced environment.

• Keep daily operations on track by sending building-wide memos and clear tenant updates.
• Coordinate move-ins/outs, key turnovers, and access controls (keys, fobs, intercoms).
• Schedule inspections and maintain up-to-date maintenance and compliance calendars.
• Track appliance and supply inventory — order what’s needed, when it’s needed.
• Coordinate access for vendors and contractors for maintenance and repairs.
• Keep ‘finishes’ spec-sheets organized for easy reference.
• Prepare and submit rent reasonableness requests, lease renewals, and other compliance paperwork to NYC Agencies.
• Manage violation reviews, collect backup documents, and prepare for hearings.
• Stay ahead of deadlines and follow up until tasks are fully complete.